Administrative Assistant to Director, Quality, Patient Safety and Patient Experience

Nova Scotia Health Authority; Halifax; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading healthcare provider in Halifax is seeking an Administrative Assistant to provide comprehensive administrative support to the Director and teams. The role requires a minimum of 3-5 years of experience in a similar capacity, proficiency in modern office technologies, and excellent organizational skills. The ideal candidate thrives in busy environments and is committed to confidentiality and discretion. This is a permanent full-time position with competitive hourly compensation.

Benefits

Access to enhanced benefits and wellness programs

Training and mentorship opportunities

Qualifications

• Minimum 3-5 years experience providing administrative support.
• Demonstrated time management and problem-solving skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide administrative support to the Director and teams.
• Organize and maintain electronic filing systems.
• Assist with budget tracking and financial expenditures.

Skills

Keyboarding skills

Modern office practices

Organizational skills

Interpersonal skills

Education

High School Diploma or GED

Graduate from Office Administration Program

Tools

Excel

Microsoft Office

SAP

Zoom

Job description

Company: IWK Health

Req ID: 210549

Department/Program: Quality, Patient Safety & Pt. Experience, Quality, Patient Safety and Patient Experience

Location: Halifax

Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)

Start Date: ASAP

Union Status: Non-union, Management/Non Union Bargaining Unit

Compensation: $24.2589 - $30.3236/hour

Closing Date: October 03, 2025 (Applications are accepted until 23:59 Atlantic Time)

Notice: This is not a designated position, however, preference will be given to qualified candidates who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, and/or 2SLGBTQIA+. Please self-identify on your application.

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults and families each year across the Atlantic region. We have a team of approximately 4000 employees, physicians, volunteers and learners at sites across Nova Scotia. People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each other’s talent and celebrate our successes. We collaborate in modern facilities or virtually from home, align our work to our values, and enjoy access to enhanced benefits and wellness programs. We are proud to support our patients, families and communities and are grateful for the generous donor support we receive.

Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. We are located in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people. Working in Mi’kma’ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination, but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels.

The Opportunity

Accountable to the Director, Quality, Patient Safety and Patient Experience, the Administrative Assistant provides administrative support to the Director and teams reporting to the Director and maintains a high degree of confidentiality with all issues. Responsibilities include, but are not limited to: creating written correspondence and proofreading/editing material for accuracy; typing/transcribing reports and distributing accordingly; providing administrative support to committees chaired by the Director; providing logistical support for travel and event planning including coordinating logistics, travel, booking and expense recovery; organizing and maintaining electronic filing system including personnel files and recruitment processes; assisting with budget tracking and monitoring financial expenditures, as appropriate; assisting in the development of reports, including gathering and compiling information; answering telephone/e-mail inquiries and communicating messages and information accurately with follow-up, as appropriate; other related duties as assigned. The Administrative Assistant also provides high quality administrative support to the Teams reporting to the Director and provides organizational support to teams and committees as assigned.

Hours of Work

Monday to Friday; 7.5 hours per day; 08:00 – 16:00

Your Qualifications

• Minimum High School Diploma or GED required.
• Graduate from a recognized Office Administration Program required. An equivalent combination of training education and experience can be considered.
• Minimum of three (3) to five (5) years of progressively responsible experience providing administrative support and office coordination, preferably at the senior leadership level.
• Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred (testing may be conducted on candidates).
• Demonstrated competency and skills using modern office practices and information/meeting technologies (including Excel, Microsoft Office, Outlook, SAP, Zoom) (testing may be conducted on candidates)
• Experience with managing payroll entry and monthly financial reports an asset.
• Experience with WebCT and, DSS an asset.
• Experience utilizing technology for meeting planning to create efficiencies and streamline tracking and retrieval of information.
• Excellent judgment and discretion in handling confidential and/or sensitive information.
• Proven time management and problem-solving skills required.
• Demonstrated strong organizational, communication and interpersonal skills required.
• Demonstrated initiative, self-motivation and ability to work independently with minimal supervision required.
• Demonstrated high regard for quality, accuracy and attention to detail required.
• Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities.
• Previous experience in a health care environment an asset.
• Competencies in other languages considered an asset.

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.

This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and/or usage, prior to accepting the position.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.

I f you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.